Using the Simple Data Export

Using the Simple Data Export

You will need to have an Admin profile to access this section of Teamgage. If you can't see that section, speak to your Teamgage Admin or contact our Support Team (support@teamgage.com).

This article will step you through using the Simple Data Export to update and maintain your team structure & people data in Teamgage. 

During onboarding, our team will guide you through the initial setup of your team structure in Teamgage. We'll create your organisational hierarchy and the teams that make up each level/department/group. Whether you're 50 people or 5000 people we'll recommend a structure that matches your organisation hierarchy, makes sense to your leaders, and is easy to maintain.

Overtime, you'll need to make changes to the team structure & people data in Teamgage. This may be because people have moved teams, you have new employees, or you've completed a restructure. If you're adding (or removing) a few team members at a time or simply updating details (Eg. a new email address), you want to check-out User Management in Teamgage.

However, if you're making larger changes to your structure or you "batch" changes (Eg. you upload changes once a week) the simple export is the way to go.

An overview of the process:
  1. Download team structure & people data from Teamgage (this will download a simple spreadsheet)
  2. Make changes in that downloaded spreadsheet
  3. Upload the updated/changed spreadsheet using the Secure File Upload
  4. Teamgage will automatically validate your changes
  5. Publish the changes

How to access your Simple Export 

You'll access the Simple Export from Users section of Teamgage. This is your first step and will give you a spreadsheet that outlines all the existing Teams and Users in Teamgage. If you can't see the User section in Teamgage, you may no have the right level of access.  If you can't see that section, speak to your Teamgage Admin or contact our Support Team (support@teamgage.com).
  1. Log into Teamgage
  2. Select Users from the left hand side navigation and   
  3. Tap on the Export button
  4. Waiting for the export process to run (this depends on the size of your organisation)
  5. Open the file


Explaining the Simple Export file

Your Simple Export, is a spreadsheet file made of two tabs:
  1. Teams: All of your teams in the Teamgage (Eg. a group that has a Results Dashboard in Teamgage)
  2. Users: All of your users in Teamgage (this include Team members that submit, team leaders, and Admins)

Understanding the Teams tab

TeamName
This is the name of the team, as well as where this team fits in your organisation heirarchy.

Example:
Entire Organisation > Customer > Sales & Marketing

This is the Sales & Marketing team, which sits under the department Customer.
ReportViewAccess
This is the email(s) of all the Team Leaders that have access to the Results for this team. 

If there is more than 1 Team Leader, their email addresses will be separated by a | symbol (eg the pipe or vertical line).

Example:
TeamgageTeamID
This is the unique ID inside the Teamgage system for this specific team and is for Teamgage internal reference only. It should not be altered.

If you're adding a new row this cell should be left empty.

Understanding the Users tab

 FirstName
The team members first name
 LastName
The team members surname 
 Email
The team members email address - there is the email address user for logging into Teamgage and where all Teamgage notifications will be sent.
 TeamName
This is the name of the team(s) that this user is a member if. It will also outline where this team fits in your organisation heirachy.

This will be need to exactly match the TeamName from the Teams tab in this same spreadsheet.

If the user is in more than 1 team, the teams will be separated by a | symbol (eg the horizontal or vertical line).

Eg.
Entire Organisation > Customer > Sales & Marketing |
Entire Organisation > Department Heads
 DemograhicTags
These are the Demographic Tags applied to this specific user. (Learn more) 
 TeamgageID
This is the unique ID for this specific user inside the Teamgage system and is for Teamgage internal reference only. It should not be altered.

If you're adding a new row this cell should be left empty.

Making changes using the Simple Export file

If you are making significant changes to your team structure & people data in Teamgage (Eg. after a whole organisation restructure), you can always contact our Support Team (support@teamgage.com) so we can guide you through the best approach.

 Adding a new user

1. Open the Users tab of the spreadsheet
2. Add a new row
3. Add in the new user's first name, surname, email & the team they're a member of*
4. Save the spreadsheet

*As a shortcut simply copy & paste of the TeamName from an existing user. It's really important the TeamName (and hierarchy of that team) is exactly the same as the others in that team.
 Removing a user
1. Open the Users tab of the spreadsheet
2. Delete user row (or simple clear all contents of that row)
3. Save the spreadsheet

 Edit a user's details
1. Open the Users tab of the spreadsheet
2. Find the user you want to update/edit
3. Make the change (Eg. Update the spelling of their surname)
4. Save the spreadsheet

 Adding a new team
1. Open the Teams tab of the spreadsheet
2. Add a new row
3. Add in the new Team's name, the hierarchy of that team**, and the email address for the Leader(s) that should have access to Dashboard Results for that team
4. Save the spreadsheet

**The position of the Team in your hierarchy is a really important step & must be exact. Copy and paste the TeamName from a Team in similar position in the hierarchy, and then make name changes from there - rather than creating the line in full yourself.
 Removing a team
1. Open the Teams tab of the spreadsheet
2. Delete team row (or simple clear all contents of that row)***
3. Save the spreadsheet

***It is really important you move all of Team members into a new team, before you delete the team.


Uploading your new Simple Export File, with your team and user changes

Once you have made all of your changes to the file, save it and upload into Teamgage. The system will automatically review the file and validate the user changes and/or new structure. This file will then be automatically processed, updating your team structure & people data in Teamgage. Depending on the size of your organisation this validate step may take a few seconds or a few minutes - either way you'll received a notification emails once it's done.
  1. Log into Teamgage
  2. Select Files from the left hand side navigation and then New*   
  3. Upload your file - you can drag & drop or click in the Secure Upload box
  4. It's optional, but you can add in any supporting notes 
  5. Save


*If you can't see the Files section, speak to your Teamgage Admin or contact our Support Team (support@teamgage.com).


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